Privacy Policies

Policy

This policy document ("Policy on Prohibition, Prevention, and Redressal of Sexual Harassment") states the policy of Udyogini with regard to the prohibition, prevention, and redressal of sexual harassment of its employees at its workplaces. Udyogini is committed to providing a safe work environment that is free from any form of sexual harassment and where all employees are treated with dignity and respect.

This policy is prepared in accordance with and in compliance of the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013 ("Act"), and the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Rules, 2013 ("Rules"). Wherever the Employer is referred to in this Policy, it shall be deemed as a reference to the Head of Human Resource.

Designated Authority:

Name: Ambar Afaq Email id – ambarafaq@udyogini.org Contact Number – +91-7042771553

Who is covered by the Policy?

This policy extends to:

• All employees (including contractual employees, temporary, ad hoc and daily wage workers, trainees, interns, etc), irrespective of gender;
• Individuals (Third-parties) accessing the workplace for any purpose whatsoever, including prospective employees, visitors, vendors, and contractual resources.
• An aggrieved person under this Policy may be employed for remuneration or not, and may be working on a voluntary basis or otherwise.

What is Sexual Harassment?

For the purposes of this policy, "sexual harassment" includes one or more of the following unwelcome acts or behavior:

a. unwelcome physical contact and advances of a sexual nature; b. a demand or request for sexual favours; c. making obscene or sexually coloured remarks or gestures, or comments of sexual nature about a person's clothing or body; d. showing pornography, making or posting sexual pranks, sexual teasing, voyeurism, stalking; e. continued expressions of sexual/romantic interest against the recipient's wishes; f. deprecatory comments, or any such behavior relating to the gender identity or sexual orientation of a person;

Further, occurrence of any of the following circumstances in relation to any sexually determined act or behavior amounts to sexual harassment:

a. Implied or explicit promise of preferential treatment in employment; b. Implied or explicit promise of threat of detrimental treatment in employment; c. Implied or explicit threat about the present of future employment status of the person; d. Interference with work or creating an intimidating, offensive, or hostile work environment for the person; e. Humiliating treatment affecting any person's health or safety.

The act that is deemed to constitute sexual harassment may be direct or implied; and committed in person, or through print, electronic or other modes of communication, including emails or private chats.

The allegation of sexual harassment depends on the experience of the aggrieved person, and not on the intentions of the respondent.

Where is the Workplace?

A complaint will be maintainable under this Policy whether the alleged incident has occurred inside the office or outside, or during or beyond office hours (provided that the alleged incident is connected with work related to the workplace], including work-from home arrangements. The workplace will therefore include any place visited by the Employee for the purpose or in connection with their employment, and includes transportation to such place.

Who can complain about Sexual Harassment?

• Any individual covered by the policy;
• A complaint can be made on behalf of the individual alleging harassment (by any of the persons described in Rule 6).
• The complainant does not have to be the person harassed, but could be anyone affected by the offensive conduct.
• Where the complainant is unable to make a complaint in writing, the Presiding Officer or any member of the Internal Committee shall render all reasonable assistance to the complainant for making such complaint in writing.

When should the complaint be made?

• Under the law, complaints of sexual harassment are to be made within three months from the date of occurrence.
• Where there are a series of incidents, within three months from the last of such alleged incidents.
• The Internal Committee may condone delays beyond three months if it is satisfied that there were circumstances that merit such condonation. However, no complaint shall be filed after six months after any alleged incident of Sexual Harassment.

Composition of the Internal Complaints Committee

As per Sexual Harassment Act chapter 2 Internal Complaint Committee (ICC) will be formed consisting of:

1. Presiding officer (As per act Presiding officer shall be a woman employed at a senior level workplace from amongst the staff. If senior level female staff is not available then it can be nominated from other offices or administrative units.) 2. One member from amongst the non-government organization or associations committed to the cause of women or person familiar with the issues relating to sexual harassment. The NGO representative will be paid an honorarium for holding proceedings of the ICC and also the reimbursement of any travel costs related to participation in the meetings of the ICC. 3. Not less than two members from amongst staff preferably committed to the cause of women or who have had experience in social work or have legal knowledge. 4. At least half the members will be female.

Tenure and election process of the members of the ICC

The duration of ICC membership will not be more than three years, which may be renewed one time for an additional three years. If necessary, members may resign before completion of their tenure by giving written notice to the Presiding Officer. In the event of any vacancy on the ICC due to resignation, termination, and death or for any other reason whatsoever, the same shall be filled in accordance with the procedures prescribed by this policy within a period of three months.

Continuity – To ensure a measure of continuity in the ICC, the Presiding Officer and outgoing members of the Committee shall nominate one person from among them to continue as a member of the said Committee for another term of three years.

Recusal, removal, or disqualification from the ICC

a) No person who is an aggrieved staff, witness or defendant in a complaint of sexual harassment may participate in Committee deliberations. Any Committee member charged with sexual harassment in a written complaint must step down as member of the Committee during the duration of the inquiry into that complaint. b) It is forbidden to disclose, publish, or make known the contents of any complaint and/or inquiry proceedings – including making known the details of any complaint, or the aggrieved staff's name and personal details – to the media, press, or public. If any member of the ICC is found to have breached confidentiality, they will be removed from the ICC, and subject to appropriate disciplinary action by the organization. c) If any criminal proceeding or disciplinary action is pending or in force against an ICC member, they should be removed from the ICC if their continuance in office is prejudicial to public interest

Meeting and Quorum – All meetings of the Committee will be called by the Presiding Officer. Ideally, notice of at least four working days should be given for the meeting. In exceptional cases, emergency meetings may be convened if required. In conducting the inquiry, a minimum of five members of the ICC (out of which two should be women), including the Presiding Officer, shall be present.

Responsibilities of Committee:

a) Sensitizing Udyogini staff about issues related to sexual harassment at the workplace and its prevention. b) Ensuring that a clear and strong message is sent to all staff that any acts of this nature shall not be tolerated at Udyogini. c) Conducting a just, objective and speedy inquiry into complaints as required, as per defined laws and regulations. d) Submitting an annual status written report to the CEO and to Board members of the Udyogini. e) The Annual Report must contain the following information, as per Section 14 of the Rules:

• The number of complaints of sexual harassment received that year
• Number of complaints disposed of / investigated during the year
• Nature of action taken by the employer
• Number of cases pending before the ICC for more than 90days
• Number of workshops or awareness programmes against sexual harassment carried out

Procedure for Raising of complaints

• The complainant shall make the complaint in writing addressed to the Presiding Officer, of the Internal Committee (IC), and shall be delivered to any member of the Internal Committee. Alternately complaints can be sent to hr@udyogini.org.
• The complaint shall be accompanied by all supporting documents, and relevant details concerning the alleged act(s) of Sexual Harassment, including names of witnesses, if any.
• The complainant shall certify that he/she believes the information contained in the complaint to be true and accurate.

Procedure for Redressal

Conciliation

• Before the Internal Committee initiates an inquiry, the aggrieved Complainant may request the Internal Committee in writing to take steps to resolve the matter through conciliation
• If a settlement has been so arrived, the IC shall record the same and forward the same to the Employer and provide copies of the settlement to the Complainant and the Respondent (the person alleged to have sexually harassed the Complainant). In such cases, no further inquiry shall be conducted by the IC.
• No monetary settlement shall be made as a basis of conciliation.

Inquiry

• In case where a settlement is not sought by the Complainant, or could not be arrived at through conciliation, the IC will conduct an inquiry into the complaint. Further, if the aggrieved person informs the IC that any terms of settlement arrived at through conciliation has not been complied with, or has been violated, by the Respondent, the IC shall proceed in accordance with the procedure given below.
• A complete copy of the complaint and other supporting documents, including evidence and statements of witnesses shall be sent to the Respondent within 10 days of receiving the complaint.
• Upon receiving a copy of the complaint, the Respondent shall file his/her reply to the complaint, along with supporting documents within a period of 10 working days. A complete copy of the reply and the supporting documents, including evidence and statements of witnesses shall be sent to the aggrieved person within 10 days of receiving the same.
• The IC shall conduct a prompt, thorough and impartial investigation of the complaint as necessary and appropriate, in accordance with the principles of natural justice. (In case any member is not available to attend hearings, including for reasons such as conflict of interest), the remaining members of the IC shall constitute the Committee to inquire into and adjudicate upon the complaint. However, any such Committee shall have at least three members, of which not less than 50% shall be women. In case the available members together do no fulfill these requirements, the Employer may name another member to the Committee on a temporary basis.
• Both parties shall be given the opportunity to appear before the Internal Committee and present their case and/or submit names of any witnesses or documentary evidence substantiating their case. Neither the Complainant nor the Respondent shall be represented by a legal practitioner.
• The Inquiry Committee shall have the power to call upon witnesses (not restricted to the witnesses named by the complainant) and record their statements. In case the Complainant or the Respondent wish to put questions to the witnesses or to each other, they shall submit the same to the IC, which shall, if pertinent to the inquiry, put the questions to the person concerned.
• The proceedings shall be conducted in the language that the aggrieved person and the respondent are familiar with.
• Any information shared during a hearing is confidential, and divulging the same will attract penalty under the law.
• If a party is not present for more than 3 consecutive hearings, without sufficient cause, the Internal Committee may, after giving that party a notice of 15 days, give an ex parte decision on the complaint or terminate the complaint.
• The inquiry process shall be completed maximum within the period of 90 (ninety) days from the date of receipt of the complaint.

Inquiry Report

• The IC shall provide a report of its findings, along with its recommendations to the concerned parties and the Employer, in writing, at the earliest and in any case within 10 days of completion of the investigation.
• If the allegations against the respondent are proved to be true, the Inquiry Committee shall also recommend the penalties or corrective/restorative action that may be taken against the Respondent to the Employer.
• The employer shall act on the recommendation of the Inquiry Committee within a period of 60 days from the date of the receipt of the Inquiry Report, unless an appeal against the findings is filed within that period by either party.
• Where the conduct of Sexual Harassment amounts to a specific offence under the Indian Penal Code, 1860 or under any other law, the IC shall immediately inform the complainant of his/her right to initiate action in accordance with law with the appropriate authority, and also give advice and guidance to facilitate the same.

Interim Measures

During pendency of the inquiry, on a written request made by the complainant, the committee may recommend to the employer to:

• Transfer the aggrieved individual or the respondent to any other workplace;
• Grant leave to the aggrieved individual of maximum 3 months, in addition to the leave he/she would be otherwise entitled;
• Grant such other relief to the aggrieved individual as may found to be appropriate; and/or
• Restrain the respondent from reporting on the work performance of the complainant.

Protection to Aggrieved Person/Complainant

Considering the possible power asymmetry between the complainant/aggrieved person and the Respondent, the Internal Committee shall take steps to ensure that the complainant, aggrieved person, or witnesses are not subjected to discrimination or victimization during or after the period of the inquiry.

Appeal

Any person aggrieved by the final recommendation of IC may prefer an appeal before the appropriate court under law, within 90 days of the recommendations being communicated to them.

Prohibition against Retaliation

Udyogini, particularly its top management, will not intimidate or take any retaliatory action against any person who, in good faith, and without malice, makes a complaint, acts as a witness, or otherwise assists in any case under this Policy. However, it is to be noted that disciplinary or other action against an employee whose conduct or performance warrants such action unconnected with proceedings pending under this policy shall not be a violation of this clause.

False Allegations

• Where the IC concludes that the complainant has knowingly made a false/malicious complaint, then it may recommend to the Employer to act, as appropriate, against the complainant.
• However, mere inability to substantiate a complaint does not imply that the allegations were false.

Confidentiality

The identity of the aggrieved person/complainant, respondent, witnesses, statements and other evidence obtained in the course of inquiry process, recommendations of the Internal Committee, and action taken by the Employer shall be confidential material, and shall not be published or made known to any person than those for whom it is absolutely necessary.

Name of ICC Members:

1. Ms. Ambar Afaq (Presiding Officer) 2. Ms. Durang Susan Topno (Member) 3. Ms. Shipri Gupta (Member) 4. Shri Krushna Mate (Member) 5. Ms. Pranita Das (Member) 6. Ms. Jyotsna Srivastava (Member) 7. Dr. Elizabeth Khumallambam (External Member)

Udyogini commits to comply with internationally accepted standards for protection of children from abuse, and has designed this child protection policy so as to safeguard children from discrimination, exploitation, neglect, sexual and physical abuse, while being a part of any of Udyogini's programmes or accessing Udyogini premises. Udyogini commits to minimize the risk to children in all its programmes implemented through hospitals, vocational education institutes, community-based activities and partner/member institutions. The child protection policy of Udyogini also intends to raise awareness on child protection in the families and communities.

Scope

The policy applies to:

• Staff at all levels – including at branches or the field.
• Associates – these include board members, volunteers, community volunteers, sponsors, consultants and contractors.
• Visitors, Donors, journalists, media, researchers, celebrities, staff family members, etc. who may come into contact with children through Udyogini are also bound by this policy.

Who is a Child?

A "child", for the purpose of this policy means any person who is under eighteen years of age.

What is Child abuse?

Any harm caused to a child, intentionally or unintentionally is child abuse. This includes emotional, physical, or sexual forms of abuse.

Abuse can take any of the following forms:

• Physical abuse: hurting or injuring a child, inflicting pain, or putting their life in danger, or threatening to do any of the same;
• Sexual abuse: when a child is, directly or indirectly, forced into or involved, or threatening to be forced or involved in sexual activities. This would also include inappropriate touch, exposing to pornography, the taking of, or threatening to take or circulate pictures or videos of the child, and so on;
• Emotional or verbal abuse: Humiliating or guilt-tripping them, repeatedly rejecting children or denying their worth and rights as human beings. Exposing the child to abusive or inappropriate language; Threatening to cause physical or sexual harm to any other person in order to force obedience or compliance by the child will also be counted as abuse.
• Neglect: the persistent failure to give, or deliberate denial of, appropriate care to provide a child with the necessities for their good health and development.

Udyogini manages several programmes which aim at providing relief and rehabilitation to vulnerable families with children, where these children will come into contact with adults. Similarly, a child may access a healthcare or educational facility facilitated/ run by or funded by Udyogini, either as a patient/student or accompanying other children or an adult/s. Further, there may be any number of situations where a child accesses the premises of Udyogini, including its field offices, or its member institutions. Any instance of child abuse, as defined above, will attract the provisions of this policy.

It will be the responsibility of the adult concerned to ensure that abuse of the nature described above does not occur. It will not be a defense to say that the activity was consensual.

Trust, abuse of power, the child's inability to consent or make a choice, the age differential between the perpetrator and the child, the cognitive, emotional, psycho-sexual development level of the child and the intent of gratification, are all relevant factors when considering whether abuse actually took place.

Do's and Don'ts

It is expected that adults coming into contact with children will:

1. Be inclusive and involve all children without selection or exclusion on the basis of gender, disability, ethnicity, religion or any other status. 2. Be aware of the potential for peer abuse (e.g., bullying, discriminating against, victimizing or abusing children). 3. Avoid placing yourself in a compromising or vulnerable position when meeting with children (e.g., being alone with a child in any circumstances which might potentially be questioned by others). 4. Develop special measures/supervision to protect younger and especially vulnerable children from peer and adult abuse. 5. Immediately report the circumstances of any situation which occurs which may be subject to misinterpretation to the Reporting Authority. Report suspected or alleged abuse to the Reporting Authority. 6. Staff working in the communication department in the organization can use the pictures or videos of children on social media for promotional purposes only. Apart from them, no other staff are to use pictures and videos of children from the project area. 7. Confidentiality of child related documents, if any, to be strictly followed.

How to make a complaint

A person wishing to make a complaint regarding actual or suspected child abuse can consult and file a complaint with the Reporting Authority. It is expected that, as far as practical, such complaint will be made at the earliest possible opportunity.

Designated Authority:

Name: Ms. Jyotsna Srivastava Email – childprotection@udyogini.org Contact Number: 9958914533

PROCESS OF INVESTIGATION

Once a complaint has been filed, an investigation will be undertaken immediately by the Reporting authority through a person/s nominated by him/her. In instances where there is an alleged perpetrator, the person will be notified immediately. The complainant and the alleged perpetrator will both be interviewed along with any individuals who may be able to provide relevant information. The child himself/ herself can file a complaint with the help of a guardian to the Reporting Authority.

Supporting Members: To be finalized

Timelines: The investigator/s will work towards the prompt resolution and prevention of discriminatory acts and practices. The first round of investigation and conclusion shall be arrived at within 10 working days from the date of filing of the complaint.

Fairness: All complaints will be investigated in the same manner with the aim of promoting, fairness and equality.

Confidentiality and the Right to Privacy: The confidentiality of all individuals involved in a complaint will be preserved. The preservation of confidentiality may be affected by Udyogini's duty to prevent discrimination and by the alleged perpetrator's right to know the nature of the complaint being made against them, and who has made it, so that they can respond. However, any information will be shared strictly on a 'need to know' basis. If the investigation fails to find evidence to support the complaint, no documentation concerning the complaint will be placed on the file of the respondent. Udyogini will retain all documentation for 12 months for informational purposes in the event that there is an internal appeal or a complaint filed with an outside agency. The complainant will be informed of the outcome of the investigation at its completion, as well as steps taken as a result.

Outcomes and Remedies: Udyogini will act swiftly to ensure that the violation of child rights is stopped as soon as possible and may remedy the situation in a number of ways. The main concern will be to ensure that no such incident is repeated in future. All further steps to address the child abuse concerns would be in the best interest of the child.

Where the action that is subject of the complaint amounts to a specific offence under the laws of the country, the investigator/s shall immediately inform the complainant of their right to initiate action in accordance with law with the appropriate authority, and also give advice and guidance to facilitate the same.

Udyogini adopts a no-tolerance approach to all forms of corruption, including bribery and fraud, and as a principle, encourages employees and contractors to report instances where they believe, in good faith, that one or more of the rules or principles of fair dealing, or any law of the country is being violated. The following policy lays down the policy of the organization with respect to the reporting of such instances, protection for reporters, and the procedure for reporting and acting on receipt of complaints.

To Whom does this policy apply?

This policy applies to the organization and each and every employee, board member, consultant, contractor, or volunteer, whether based in the headquarters or at any of its field offices or branches across the country. Persons engaged on contractual basis/part-time basis to do specific functions are also covered. This policy may also be invoked by a third party, including donors, to report a concern relating to a potential violation of Udyogini's code of conduct, as well as any applicable rule or law (all of the above are collectively called "employee" for the purpose of this policy).

While this policy primarily addresses acts of bribery or corruption related to Udyogini, the organization reserves the right to evaluate and take appropriate action in cases involving proven instances of bribery or corruption that are unconnected to the organization. Such actions may be considered if the conduct of an employee, contractor, or third party associated with the organization could harm the organization's reputation, integrity, or compliance with legal and ethical standards. Any decision to act in such cases will be made at the discretion of senior management or the Compliance Officer, in accordance with applicable laws and regulations.

What is Bribery and Corruption

A bribe is an act of offering, giving, receiving, or soliciting any payment, reward or advantage to or from another person in exchange for doing or not doing something that would benefit/interest the giver that the recipient would otherwise not have done or refrained from doing.

A bribe may be anything of value and not just in form of money, gifts, inside information, sexual or other favors, hospitality or entertainment, offering employment to a relative, payment or reimbursement of personal expenses, charitable donation or social contribution, or the abuse of the giver's powers.

Corruption includes wrongdoing on the part of an authority or those in power through means that are illegal, immoral or unethical.

Conflicts of Interest

A situation of Conflict of Interest arises when an employee taking a decision, or doing anything, on behalf of the organization has some personal interest which might potentially weigh on the decision. While Conflicts of Interest are not per se corruption, they may lead to situations that are covered by this policy, and therefore it is advised that all employees report any possible conflicts of interest out of abundant caution. An undisclosed conflict of interest may be viewed seriously and invite disciplinary action.

What is the nature of violations covered?

A non-exhaustive list of the violations that could be the subject of a complaint under this policy are:

• Theft, misuse of company's assets
• Fraud or questionable accounting/financial reporting
• Corruption and improper transactions
• Any Illegal or unethical Practices
• Violation of the provisions of any law applicable to Udyogini
• Environmental Health and Safety issues
• Privacy breach; Inappropriate sharing of confidential information
• Harassment, victimization, bullying, or discrimination; Workplace Violence
• Retaliatory action as mentioned in this policy
• Conflicts of interest

Who is a whistleblower?

• Any Employee who discloses or provides any evidence of an illegal, immoral or unethical activity, or any conduct that may constitute breach of Udyogini's Code of Conduct, or the applicable laws ("complaint").
• The complaint may be anonymous, but will be made in good faith, after considering the relevant facts pertaining to the issue. Frivolous or trivial complaints, or the sharing of hearsay or rumors, will not be covered under this policy. It is expected that violations reported are of a current or recent nature.
• Complaints in the nature of sexual harassment or abuse of children will be covered by the Sexual Harassment policy and the Child Protection policy, and must be made in accordance with the mechanism described therein.

Training on Corruption Reporting

To ensure awareness and compliance, Udyogini will:

• Conduct regular training sessions for all employees and relevant third parties on identifying, preventing, and reporting bribery and corruption.
• Provide specific training on the organization's whistleblowing procedures, including how to report concerns confidentially and without fear of retaliation.
• Include real-life scenarios and case studies in training to enhance understanding of corruption risks and reporting mechanisms.
• Maintain records of training attendance and ensure refresher courses are conducted annually or as needed.

Reporting Mechanisms

Employees and stakeholders are encouraged to report any suspected or actual incidents of bribery, corruption, or unethical behavior through the following channels:

Complaints under this policy are to be reported to below authority: Name: Mr. Vikash Kumar Sharma Email: vikashsharma@udyogini.org

In case the complaint pertains to any alleged violation by the authority or anybody within his/her line of command, the complaint can be made to the Chief Executive Officer: Name – Rashmi Saxena Sarkar Email – rashmisaxena@udyogini.org

• The person to whom the complaint is made will be known as Reporting Authority in this policy.
• Complaints must be made in writing, and must, as far as practical provide all necessary details to enable the Reporting Authority to investigate the alleged violation. This could include a description of the alleged violation, details such as time and location of the violation, the length of time for which the violation continued, whether any other person is aware of the violation, and so on. The whistleblower is also encouraged to provide any evidence that he/she may possess regarding the violation that will enable the Reporting Authority to investigate the same.
• A whistleblower may choose to keep his/her identity anonymous. In such cases, the complaint should be accompanied with strong evidence and data.
• The whistleblower (other than anonymous whistleblowers) will be informed of the findings of the investigation at its conclusion. It is expected that the investigation will not take longer than three months.
• In case the disclosure made does not have any specific & verifiable information, the Authorized Person will be authorized not to take any action. This would be suitably recorded and submitted it to Udyogini board.
• All reports will be taken seriously and investigated promptly and impartially.

Protection from Retaliation

• Udyogini assures that there will be no retaliatory action against any person who reports any violation or incident of non-compliance in good faith, using any appropriate channel of communication, as provided for in this policy. Any kind of victimization of the whistleblower brought to the notice of the Reporting Authority will be investigated promptly, and remedial action taken.
• Where requested, the identity of the complainant will be kept confidential. Where the identity of the whistleblower is necessary to be disclosed for investigation purposes, it will be strictly on a 'need-to-know-basis', and only with the prior approval of the whistleblower.
• However, if a complaint, after an investigation, proves to be frivolous, malicious or made with ulterior intent/motive, the Reporting Authority may take appropriate disciplinary or legal action against the concerned whistleblower. It is clarified that merely because the allegations made in the complaint were not substantiated in the investigation, it will not be reason for any action against the whistleblower, provided that the complaint was made in good faith.
• This protection from retaliation is not intended to prohibit managers or supervisors from acting, including disciplinary action, in the ordinary course, based on valid performance-related factors.

Dos for employees – Every employee, consultant, or any other person entering into a relationship on behalf of Udyogini must:

a. Conduct reasonable due diligence to review the integrity of a Third Party before entering a commercial relationship and present the true facts and information known and collected by him to the approving authority. b. Obtain necessary approvals and completely follow the documentation process for engagement and selection of any Third Party. c. Adequately communicate to each Third Party within your work area about Udyogini's mandate of ethical business operations. d. Ensure fees and commissions agreed will be appropriate and justifiable remuneration for legitimate services rendered. e. If you receive an offer of bribe or to be a part of a corrupt act, immediately report the matter through reporting channel. f. In the event of any doubt on the integrity of a Third Party, it is your responsibility to contact your immediate supervisor. The matter can also be reported via the whistle blowing portal through reporting channel.

Don'ts – It is prohibited for any person covered by this policy (or someone on their behalf) to:

a. Accept an offer of a gift of any size from any Third Party which is in negotiation with, or is submitting a proposal with Udyogini. b. Give, promise to give or offer, any payment, gift, hospitality or advantage to obtain or retain a professional benefit. c. Make any unofficial payment or grant undue advantage so as to secure/retain business or expedite a routine government action by a government official. d. Make an illegal payment/undue advantage made to a company, agency, media house or other such entity to hide or expose, suppress or reveal, exaggerate or compress any issue, information or fact in order to gain advantage. e. Any Charitable donation/ undue advantage made to any political party, trust, institution, organization or other entity in order to benefit professionally or personally. f. Threaten or retaliate against any employee, partner or vendor who has refused to commit a bribery offence or who has raised concerns under this policy.

Disciplinary Action for Non-Compliance

a. Non-compliance with this policy will result in severe consequences, including but not limited to: b. Disciplinary action, such as warnings, suspension, or termination of employment or contract. c. Legal action, where applicable, in accordance with local laws and regulations. d. Termination of relationships with third parties found to be in violation of this policy. e. Recovery of any losses incurred due to corrupt practices.

All disciplinary actions will be documented and communicated appropriately to deter future violations.

Documentation

The Authorized Person shall maintain documentation of all complaints or reports received under this Policy. The documentation shall include any written submissions provided by the complainant, any other organisation documents identified in the complaint or by the organisation as relevant to the complaint, a summary of the date and manner in which the complaint was received by the organisation and any response by the organisation to the complainant. All such documentation shall be retained by the organisation for a minimum of five (5) years from the date of receipt of the complaint or as required by law, whichever is higher.

The Authorized Person shall submit a report to the Governing board of Udyogini on yearly basis.

Udyogini is committed to fostering an inclusive, equitable, and respectful workplace where all individuals are treated with dignity and fairness. This Anti-Discrimination Policy outlines our commitment to preventing discrimination and ensuring equal opportunities for all employees, volunteers, consultants, and stakeholders associated with the organization.

This policy applies to all areas of employment and volunteer participation, including recruitment, training and development, promotion, transfer, termination, compensation, benefits, as well as all and any other conditions and privileges of employment in accordance with applicable national and local laws.

Udyogini strictly prohibits discrimination or harassment on the basis of, but not limited to, the following characteristics:

• Race, ethnicity, or nationality
• Caste or tribe
• Gender, gender identity, or gender expression
• Sexual orientation
• Marital or family status
• Age
• Religion, belief, or cultural background
• Disability or medical condition
• Socio-economic status
• Any other characteristic protected under applicable laws

Prohibited Conduct Discrimination may include, but is not limited to:

• Unfair treatment or exclusion based on protected characteristics
• Derogatory remarks, jokes, or slurs
• Unwelcome comments, gestures, or actions that demean an individual's identity
• Any behaviour that creates a hostile or intimidating environment

Reporting and Redressal Mechanism

Any employee, board member, volunteer or stakeholders who believes that s/he or any other affiliate of Udyogini has been discriminated against is strongly encouraged to report this concern promptly to the Reporting Authority. The details of Reporting Authority are:

Name: Rashmi Saxena Sarkar Email Id: rashmisaxena@udyogini.org Contact Number: 9453830265

No person will be punished, retaliated against, or otherwise prejudiced for exercising anything set out in this Policy, or for filing a complaint, furnishing information for, or participating in an investigation, or any other activity related to the administration of this Policy.

Investigation and Resolution

• An impartial investigation committee will be formed to review reported incidents.
• All parties involved will have an opportunity to present their statements and supporting evidence.
• Appropriate disciplinary actions will be taken if discrimination is confirmed, which may include verbal warnings, written reprimands, suspension, or termination.

The objective of the policy is to spell out the framework for Grievance Redressal at Udyogini to ensure that employees, consultants, contractors, and beneficiaries:

a. Are treated fairly and in an unbiased manner at all times b. All issues raised by them are dealt with courteously and resolved on time c. They are made completely aware of avenue to escalate their grievance within the organization so as to obtain a fair redress of their grievances.

What is covered:

The mechanism in this policy is intended to provide a forum to give a fair hearing to any person aggrieved during the course of their employment/engagement with the organization. A non-exhaustive list of grievances covered by this policy is: – Complaints relating to salaries, leave, transfer, promotion, seniority, work assignment, working conditions, dismissal, etc.

This Policy does not apply to grievances relating to issues covered by specific policies of the organization, such as allegations of bribery or corruption, sexual harassment or child abuse ought to be pursued through the mechanisms prescribed in those policies.

Grievance Redressal Committee

It is generally advised that persons involved try and address issues amicably and cordially at the first instance. An employee/consultant is encouraged to take up their concerns pertaining to their employment with their immediate supervisor either orally or in writing. The immediate supervisor shall make reasonable endeavor to address the issue raised. A consultant, contractor or beneficiary may take up their concerns with their Point of Contact at the organization.

If the person is not satisfied with the solution offered by the immediate supervisor/PoC, or if such person feels unable to address the issue, it may be escalated to the Grievance Redressal Committee in writing. The Committee will consist of three members, including a board member who is not a nominee (optional). The members are:

1. Rashmi Saxena Sarkar (Secretary) – rashmisaxena@udyogini.org (+91-9453830265) 2. Pranita Das (Jharkhand) – pranitadas@udyogini.org (+91- 7763975816) 3. Vivek Tripathi (Chhattisgarh) – vivektripathi@udyogini.org (+91- 9907040657, +91- 8085498084) 4. Shipri Gupta (Madhya Pradesh) – shiprigupta@udyogini.org (+91- 8303092271, +91 7317015047)

If matter is of same location, then Director – Programme can be considered for that particular situation.

In exceptional cases, where the grievance pertains to any of the members of the GRC, or it is felt that the Committee cannot objectively address the issue, the aggrieved person may write to the Chairman of the Board of Directors. However, if the Chairman feels that the GRC is able to sufficiently address the concern raised, the complainant may be directed to approach the Committee.

Needless to say, it is possible that the Committee, after deliberation and in good faith, decides not to interfere in the matter. Parties agree to accept and abide by the decision.

The Grievance Redressal Committee, through its secretary, shall submit a report to the Governing board of Udyogini on yearly basis.

Purpose and Scope

The purpose of this policy is to maintain the privacy of, and protect the personal information of, employees as well as all persons who interact with Udyogini in a professional capacity, and to ensure compliance with laws and regulations applicable to Udyogini.

The policy is applicable to all employees, board members, consultants, interns, associates, donors, implementing partners, and ultimate beneficiaries, including interviewees; who provide information to the organization, receive personal information, or have access to personal information.

What is Personal Data?

Personal data, or Personally Identifiable Information, means any information that can be used to distinguish or trace an individual's identity, or any other information that is linked or linkable to an individual. This can include in particular:

• Names of individuals
• Postal or living addresses
• Email addresses
• Telephone numbers
• Identity cards and numbers
• Date and place of birth

Processing of personal data means any operation conducted on the data (whether automated or not). Examples of personal data processing include collecting, organising, structuring, storing, modifying, and destroying data.

Sensitive Personal Information is a specific set of special categories of information that are to be treated with extra security. These include:

• Financial information such as bank account, credit card, debit card details, credit score, and so on;
• Physical, physiological and mental health condition, records and history;
• Sexual orientation;
• Genetic or biometric information, including fingerprints;
• Caste, racial and ethnic origin;

Non-Personal Data refers to data that cannot be traced back to the data subject. Data that is anonymized is non-personal data.

Data Subject is the individual whose information is being collected or processed. Where the Data Subject is a minor, or otherwise incapable of entering into a contract or giving informed consent, consent shall be obtained from their parent or legal guardian.

Principles for processing of personal data

The following principles shall govern the use, collection, disposal and transfer of personal information, except as specifically provided by this Policy or as required by applicable laws:

• Notice: Udyogini shall inform data subjects about how it collects, uses, retains, and discloses personal information about them.
• Choice and Consent: Udyogini shall give data subjects the choice to not provide personal information, when where information is provided, obtain their consent regarding how it collects, uses, and discloses their personal information. However, where it is not possible to provide a service without the collection of personal information, Udyogini is not obligated to provide those services.
• Rights of Data subject: Udyogini shall permit individuals to control their personal information, which includes the right to access, modify, erase, restrict, transmit, or object to certain uses of their information and for withdrawal of earlier given consent to the notice.
• Use, Retention and Disposal: Udyogini shall only use personal information that has been collected for the purposes identified while obtaining consent of the data subject. Further, the information shall not be retained longer than is necessary to fulfil the purposes for which it was collected and to maintain reasonable records for a limited period of time. Udyogini shall dispose the personal information once it has served its intended purpose or as specified by the data subject.
• Disclosure to third parties: Udyogini shall disclose personal information to Third Parties/partner firms only for purposes identified in the while obtaining consent of the data subject. The personal information shall be disclosed in a secure manner, with assurances of protection by those parties. Where the data is collected through a Third Party, Udyogini shall ensure that, such Third Party is also bound by these principles and enforces them, through contract,
• Anonymisation: Wherever possible, data must be anonymised before it is transferred to a third party. However, it is essential to remember that anonymised data can also, in some cases, be analysed so as to identify the original data subject, and therefore employees and other persons in possession of personal information should exhibit extra caution while sharing any sensitive personal information, even if it is in an anonymised form.
• Security for Sensitive Personal Information: Udyogini shall identify categories of information that are sensitive, and adopt sufficient steps to protect the information from unauthorized access, data leakage, and other misuse.

Confidentiality

Personal data is subject to the fullest protection of confidentiality clauses in employee as well as other contracts entered into by Udyogini. Any unauthorised collection, processing, or use of such data by employees or others is prohibited. Duly-authorised employees may have access to personal information only as is appropriate for the type and scope of the task in question. Employees, consultants, and other recipients of personal information are forbidden to use personal data for private or commercial purposes, to disclose it to unauthorised persons, or to make it available in any other way. This obligation shall remain in force even after employment has ended.

Security of Information

The Compliance Officer Will take sufficient steps to ensure that Personal data is safeguarded from unauthorised access and unlawful processing or disclosure, as well as accidental loss, modification or destruction. Employees and other stakeholders will also keep in mind privacy and data protection obligations and the violation of which might potentially result in huge penalties upon Udyogini.

Policy Compliance

Compliance with this policy shall be reviewed on an annual basis by the Compliance Officer to ensure continuous compliance monitoring through the implementation of compliance measurements and periodic review processes. For proactive detection of data breaches, please refer breach management policy.

Violations

Any failure to comply with the current policy or to deliberately violate the rules set in the policy will result in the launch of an appropriate investigation by Udyogini. Depending on the gravity of the actions as determined in an investigation, Udyogini may suspend or terminate staff as well as its relationship with other partners as described in this policy.

Employees as well as other stakeholders are encouraged to report violations under this policy to Compliance Officer. Where necessary, and to the extent feasible, the Compliance Officer will grant anonymity for the whistleblower for the purpose of investigation.

Purpose and Scope

Udyogini is committed to offer work-life balance and foster a culture of integrity and ethics as well. It is also important to Udyogini that it enables its workforce to enjoy adequate flexibility necessary for creative exploration in working strategies vis. enable its employees to give their best in realizing the larger mission of the organization. In line with our commitment, the purpose of this policy is to outline the scope and guidelines for Work from Home arrangement. This policy is applicable to all the full-time employees of Udyogini.

Work from Home: Rationale

Working with colleagues in person is a wonderful experience, for, it enables people to bond, iron out issues and deliberate on issues to build consensus on important decisions. However, there may be occasions where it may be appropriate or necessary for employees to carry out their work responsibilities from home due to certain reasons. "Work from Home (WFH)" is applicable in scenarios where due to personal emergencies or disasters such as outbreak of a pandemic like Covid, the physical presence in the office is difficult or barred. In such a situation, the work may suffer. In order to keep up with our commitment to fulfil the professional needs, the organization may offer special privileges to employees for carrying out the professional duties from remote working arrangements. This strictly to ensure that the best interests of the organization and of the employee are protected. There may also be situations where the employee may have personal obligation to be present at their home and yet meet the professional obligations through remote working arrangement. In both the scenarios, it is the sole discretion of the organization to assess the need and extent of the need for remote working. Following situations may be considered wherein the organization can take a call in granting the privilege of working from home to all employees at the same time or to individuals, on case-to-case basis. The arrangement is suitable when:

1. If a female employee of Udyogini may require work from home privilege to tend to a small child after having exhausted maternity leaves. This arrangement is only offered if the employee doesn't have any support system to nurse the young child. The period which can be availed under this circumstance is upto 25 days. 2. If an employee has an emergency at home, wherein, their physical presence at home is necessary but the time availability to finish their professional obligations is not a challenge. 3. If an employee is challenged to travel out of their homes, or are physically not able to attend office due to an illness, recovery from injuries or tending to a family member (immediate) at home, but the time availability to finish their professional obligations is not a challenge. 4. If a national emergency is declared due to a pandemic outbreak, disaster or war like situation, wherein the work obligations have to be met but the physical presence of employees in office may not be necessary or possible. 5. Any special circumstances which are beyond human control, wherein for unsual circumstances an individual or a group of employees is unable to physically attend the office.

In all the above circumstances that are unforeseen and beyond one's control, the organization may offer work from home arrangements for a certain period, purely at the discretion of the Senior Leadership and/or the Working Committee in the following conditions:

1) For any situation which can be predicted well in time, the applicant is required to send in their request to their Reporting Manager in writing a week before the desired date of work from home. A maximum of 10 work from home days will be allowed in predictable emergency situation, given that the employee raises the request a week before and the committee decided favourably. The approval for the same is purely at the discretion of the Working Committee. 2) In case of emergency need for remote working, if the employee seeks this privilege to be granted, the Reporting Manager (only the State Managers, Head of Verticals herein) is empowered to grant the privilege of remote working only upto 3 days in a month but only upto 2 times in one year. 3) The CEO has the discretionary powers in amending any decision of the Reporting Manager or of the Working Committee or any clause of this policy at any time.

This policy will only be applicable to employees having completed the probation period successfully. Once granted the work from home privilege, the employee is required to mark attendance as usual and obligated to complete the work as expected.

Manager's Responsibilities

The Reporting Manager is required to ensure:

1. The key deliverables are decided and agreed upon with their reportees. 2. Measure and monitor the work output of the employee. 3. Keep the employee in the loop for all the official discussions and decisions. 4. There is regular communication, establishing a regular pattern of telephone / e-mail communication to keep in touch. 5. There is an "open line" of communication with everyone in the team. 6. Actively promote a sense of belonging in the team.

Employee's Responsibilities

The employee is required to:

1. Log in the adequate hours of work to fulfil professional duties on a daily basis 2. Ensure delivery with quality and quantity of the work assigned and agreed by the Reporting Manger. 3. Be available over calls and online meetings as scheduled

Process of applying

In unprecedented circumstances such as Covid, the Management may declare remote working for all or some employees for a period deemed fit.

In case of an employee seeking remote working – they need to ensure that they fully understand the Work from Home Policy.

The employee is required to send in a request to their Reporting Manager for seeking this privilege. The Reporting Manager will make the preliminary assessment and process the application depending on the situations as listed mentioned above.

WORKING COMMITTEE:

The Working Committee consists of:

1. HR Manager – Ambar Afaq 2. Finance Manager – Rajan Upadhyay 3. CEO – Rashmi Saxena Sarkar 4. Reporting Manager

The Committee will decide of approving or disallowing the remote working on following factors:

1. The eligibility of need for remote working as per the rationale 2. The urgencies of the tasks to be finished in a certain time frame 3. The feasibility of the remote working –e.g. access to all data, server, software or documents needed for carrying out the tasks assigned. 4. Past performance, period of association and integrity of the employee 5. Key outputs envisaged and monitoring arrangements 6. What are the implications of remote working on others? 7. The number of leaves available, to consider if leaves can best serve the needs of the employee based on their circumstances

Introduction

Udyogini 's IT Policy provides the rules and procedures for staff accessing and using an organisation's IT assets and resources like Personal Computers, Laptops, Telephone, Internet and software for office work. The purpose of this policy seeks to effectively manage and guiding the use, maintenance and security of IT resources and equipment.

Udyogini will keep IT Policy current and relevant and continually updated to adapt as per the organisation's requirement of Information Technology. Therefore, from time to time it will be necessary to modify and amend the policy, or to add new procedures.

1 PURCHASING POLICY

This policy provides guidelines for the purchase of hardware and software for the staff to ensure that all hardware technology and software applications are appropriate, value for money and where applicable integrates with other technology. The objective of this policy is to ensure that there is minimum diversity of hardware within the organisation and applies that the software obtained as part of hardware bundle or pre-loaded software.

a) The procedures & guidelines need to be followed to purchase new technological equipment, services or software for official purposes as mentioned in the Udyogini's HR Manual b) All approved equipment, services or software will be purchased after the approval of Authorized Signatory only. c) Based on the requirement of a particular Project or Department, Multiple configurations and the best and effective hardware or software is to be purchased. d) The complete details related to the purchase of technological equipment, services or software should be mentioned by the staff in Indent Form. e) The Assigned Team is responsible for maintaining record of all technological assets purchased by the organisation. f) Computer Peripherals like Printer, Scanner, Photocopier, Fax Machine, Keyboard, Mouse, Web Camera, Speaker, Modem etc., Personal Computing Devices like Desktop, Tablet, Networking Equipment & Supplies (Router, Switch, Antenna, Wiring, etc.), Storage Devices (Hard Disks, CD and DVD Drives, Ram Disks ,Pen Drives, Cloud) Landline Phone Systems and Mobile Devices are to be purchased by the organisation and provided to individual staff member, departments or projects for their official use as and when required.

2 ISSUE / WITHDRAW OF IT EQUIPMENTS:

a) Personal Computing Device (Desktop)/ Laptop will be issued to a New Joiner on the Day of Joining or as per the work requirement b) Approval is required by Reporting Manager for issuing computer peripherals and same will be recorded by Admin Person c) Staff is not allowed to carry any IT equipment outside the office without the permission of Reporting Manager d) The Landline Phone Systems are placed in the workplace to communicate internally with other staff members and to make external calls e) While any staff member is leaving the organisation, it is the responsibility of HR Person to communicate to Reporting Manager to collect all issued organisational equipment from the staff and same will be updated to Admin Person.

3 USAGE POLICY

This policy provides guidelines for the use of Hardware and Software equipment by all staff members.

3.1. HARDWARE USAGE POLICY

a) It is the responsibility of all staff members to use the assets carefully. b) Misuse or improper use of equipment or software within the organisation will be considered as a disciplinary action. c) There should not be any inappropriate use of equipment and software by any staff. d) While operating any equipment, if staff member observed any fault or problem, it should be addressed immediately to their Reporting Managers. e) It is mandatory for all staff members to inform the Admin Department for major issues like PC replacement, non-working equipment, installation of application software etc f) For any damage to Personal Computers, approval from Reporting Manager would be required. g) Any repeated occurrences of improper or careless use of equipment will be subjected to disciplinary action. h) It is advisable to staff to take Data Backup on weekly basis in some external storage device also.

3.2 SOFTWARE USAGE POLICY – This policy provides guidelines for the use of software for all staff members to ensure that all software installation and usage is appropriate. All software is installed and the license information must be registered.

a) It is the responsibility of Admin Person to ensure that: - What software is installed on every machine - What license agreements are in place for each software package - Renewal dates if applicable.

b) All software must be appropriately registered where this is a requirement c) No staff member is allowed to install pirated software on official equipment d) Udyogini is to be registered owner of all Software e) A software upgrade shall not be installed on a computer that does not already have a copy of the original version of the software loaded on it f) Only software obtained in accordance with the getting software policy is to be installed on the official systems.

Usage

a) Only software purchased in accordance with the getting software policy is to be used within the organisation. All staff members in the organisation are expected to make sure they have anti-virus software installed in their laptops/desktops (personal or official) used for office work. b) Prior to the use of any software, the staff members must know the restrictions (if any) on use of the software on any licensing agreements c) The external items like Hard disk or Pen Drive must be completely scanned by the Antivirus Software before the use

3.3 INTERNET USAGE POLICY

This policy provides guidelines to staff members for the acceptable use of the internet, computers, email, and other forms of technology used in connection with the organisation.

a) Staff Members are responsible for accessing content on Internet and downloading by using Internet facility of the office. They must refrain themselves to visit any website which is inappropriate. Occurrence of such act might lead to Disciplinary Action. b) Mails / messages should not be forwarded or sent to anyone from the official email ID unless it is required for an officially approved purpose. c) Excessive personal use of company internet ("cyber loafing") during work hours is not permitted, however occasional and reasonable personal use is acceptable, so long as: a) Frivolous use of the internet does not interfere with staff's productivity, including the quality of work produced and other indicators of performance d) The Staff members' personal use of the internet does not violate any other guidelines mentioned in IT policy e) Personal use does not cause undue effects to the organisation network by consuming an excessive amount of the limited available bandwidth. Examples include but are not limited to downloading/uploading unreasonably large files and streaming videos f) Staff Members do not use organisation property to perform commercial services outside of tasks and assigned projects.

4. INFORMATION SECURITY POLICY

This policy provides guidelines for the protection of organisation 's information and Data from unauthorized use and to ensure integrity, confidentiality and availability of data within the organisation.

I. Physical Security

a) For all servers, mainframes and other network assets, the area must be secured with adequate ventilation and appropriate access b) It is the responsibility of Admin Person to ensure that this requirement is followed at all times. Any staff member becoming aware of a breach to this security requirement is obliged to notify to his Reporting Manager immediately c) All security and safety of all portable technology (such as laptop, notepads, iPad, Mobile phones etc) will be the responsibility of the staff member who has been issued with these equipments. Each staff member is required to use locks, passwords, etc and to ensure the asset is kept safely at all times to protect the security of the asset issued to them. d) In the event of loss or damage, the Reporting Manager will assess the security measures undertaken to determine if the staff member will be required to reimburse for the loss or damage e) To ensure Data Security, proper and adequate knowledge should be provided to Data

II. Information Security

a) Every staff member will be issued with a unique identification code to access the organisation's technology and will be required to set a password for access every detail b) Each password is to be created at least one numeric and one special character apart from the letters and is not to be shared with any staff members within the organisation c) Upon termination, resignation or retirement from the organisation, the organisation will deny all access to electronic messaging platforms owned/provided by the organisation d) Proprietary, confidential and sensitive information about the organisation or its staff members should not be exchanged via electronic messaging systems unless pre approved by the Reporting Manager e) Unauthorized copying and distributing of copyrighted content of the organisation is prohibited. f) Do not to open emails and/or attachments from unknown or suspicious sources unless anticipated by you. g) All relevant data is to be backed-up.

5 WEBSITE POLICY

This policy provides guidelines for the maintenance of all relevant technology issues related to the organisation's website.

a) Website Register – The website register must record the following details: - List of domain names registered to the organisation - Dates of renewal for domain names - List of hosting service providers - Expiry dates of hosting

b) Website Content: - All content on the website is to be accurate, appropriate and current. This will be the responsibility of Communication Team - The content of the website is to be reviewed quarterly - The Communication Team is authorised to make changes to the website: - Basic guidelines must be followed on websites to ensure a consistent and cohesive image of the organisation - All data collected from the website is to adhere to the Privacy Act.

WORKING COMMITTEE

Any Exceptional situation will be handled by the members of Working Committee:

1. Chief Executive Officer 2. Director – Programme 3. HR Manager 4. Reporting Manager

Purpose

This policy addresses the actions that must be taken by all Udyogini employees and serves the outline of use and storage of organization 's laptop. The issue of organization's laptop to the employees will be the sole decision of Management.

The Policy describes the controls necessary to minimize laptop damage risks. Laptop may be viewed as an essential and convenient business tool, but their very portability makes them particularly vulnerable to physical damage or theft. The impact of such a breach includes not just the replacement value of the hardware and software license but also the value of organizational data on them, or accessible through them.

1. All laptops acquired for employees on behalf of the Organisation shall be deemed to be Organisation property. 2. Any employee issued with a laptop shall be responsible for the security of that laptop, regardless of whether the laptop is used in the office, at the employee's place of residence, or in any other location such as a hotel, conference room, car or airport. 3. The organisation will install and activate Anti-virus in all laptops. The employees should ensure that the antivirus is on and updated at all times.

A. Physical Security & Theft Prevention

1. The physical security of Organisation provided laptops is the employee's personal responsibility. He/she is therefore required to take all reasonable precautions, be sensible and stay alert to the risks. 2. In case of loss/theft/damage/malfunction of laptop- be it on, or off Organisation premises, employees are required to report the same to the Reporting Manager and HR within 24 hours. In any of the mentioned situation, the Organisation may recover the cost of the laptop from the employee on a depreciated value as decided by the management/ financial manual as deemed fit. The same may be deducted from the monthly salary of the employee. 3. Organisation maintains the right to conduct inspections of any computer equipment, including all laptop it owns or manages without prior notice to the Employee who is at the time the user or custodian of such computer equipment. Employee will submit the laptop for random audit by Organisation in order to check the physical presence as well as the functional usability of the asset. 4. In case of leaving the employment or being terminated for any reason, employee will hand over the asset to Organisation in working condition failing which Organisation is authorized to recover the depreciated cost against the employee.

B. Data Backups

1. An employee will be solely responsible for storing and securing data. 2. Any inefficiency report data / limitation of work scope arising due to theft, loss or damage, or if it simply malfunctions, will be the sole responsibility of employee.

C. Use of Unauthorized Software /Content

1. Employees are required to ensure that they do not download, install or use unauthorized software programs. Unauthorized software could introduce serious security vulnerabilities into the Organisation networks as well as affecting the working of your laptop. 2. If there is damage on account of the above the employee may be liable to pay the damages at cost to the Organisation/the same will be deducted from their monthly salary.

D. CONSEQUENCES OF BREACH

1. Any action of the employee that are inconsistent with this Policy shall be treated as serious professional misconduct on the part of the employee, and the employee concerned shall be subject to any disciplinary proceeding, or action, by the Organisation, which the management of the Organisation may deem appropriate under the existing circumstances. Such action may also include any rights of termination or any other rights that the Organisation may have under the terms of the employment agreement entered into by the Organisation with the employee concerned. 2. The Organisation shall bear expenses for laptop maintenance and repairs arising out of the normal wear and tear However, in the event of any damage to the laptop arising out of the negligence, misuse or abuse of the laptop by the employee, the employee shall be solely liable to make the payment for all the expenses arising therefrom. The Organisation shall have the right to reclaim such expenses and deduct the same from your monthly salary.

E. GENERAL GUIDELINES

All employees must take the following actions to ensure the physical security of laptops:

• When not in use, the laptop must be locked with a password and caution taken when entering any organisation passwords on the laptop.
• Store the laptop in a locked cabinet or desk when not in use.
• Do not leave your laptop in your vehicle. If it is necessary to leave the laptop in your vehicle for a very short period of time, the laptop must be locked in the trunk of the vehicle.
• When using the laptop in public areas, do not leave the laptop unattended for any length of time.

During travel:

• Do not pack your laptop in checked luggage.
• Attach a name tag or business card to your laptop to easily identify it during security checks or if lost.
• Store the laptop in a hotel room safe or locked suitcase when you are not in the room.

Address:

D, 17, Basement Opposite Kotak Mahindra Bank Lane Saket, New Delhi – 110017

Contact Information:

Telephone – 011-45781125 Tel: +91-9773988590 Email: mail@udyogini.org

Copyright Notice:

Copyright 2024-2025 All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise without prior written permission from Udyogini.